Student Centre Policies and Procedures

Spaces Available for Booking
 
1.    Student Centre Walkway (Table Booking for Max 6 hrs):
This short area of the 5 Minute Walk is covered by the overhang and provides an ideal space to get walk through traffic for events.  This space is divided into four sub sections, (SCW-1, SCW-2, SCW-3, and SCW-4) to allow for easier administration of table bookings.
 
2.    East Great Hall (Table Booking for Max 6 hrs):
This is the section of the Great Hall inside the Student Centre from CFRE Radio to the InfoBooth and does not include the hallway that lead to the pub from the Great Hall.  This area is well suited for large presentations that involve display tables.  This space is divided into 4 sub sections (EGH-1, EGH-2, EGH-3, EGH-4) to allow for easier administration of table bookings.
 
3.    Presentation Room (Capacity 150 chairs, Room Booking for Max 6 hrs):
This is the main AV-able room in the Student Centre offering easy multimedia connectivity to a large screen, projector, DVD and VHS, and full sound system
 
4.    Board Room (Capacity 50 chairs, Room Booking for Max 6 hrs):
This room is ideal for panel or board type discussions as it is the largest room on the second floor and will hold approx 50 chairs in a auditorium style set up.
 
5.    SC Meeting RM 280 (Capacity 40 chairs, Room Booking for Max 6 hrs):
This room is ideal for workshops and class room discussions.
 
6.    SC Room 250 (Capacity 25 chairs, Room Booking for Max 6 hrs):
This room is generally used for small gatherings, and presentations.
 
7.    The Blind Duck:
Please contact Mr. Shane Madhani, Blind Duck Manger at shane@utmsu.ca or at 905-8285463 for bookings.
 
Note: The Fire place/ beanbag lounge is not a bookable space. Clubs and societies can organize social gathering in the lounge on the basis of availability, however they are not allowed to ask student center patrons to leave the lounge during their social gatherings.
 
The area of the Great Hall from CFRE Radio to the Sexual Education Centre is not to be booked or used for anything other than lounge space.  Students must at all times have somewhere to go to sit, rest, read, and relax.
 
Before You Book
 
Rooms are booked on a first come first served basis and can be booked a maximum of 3 months in advance.  A maximum of 2 spaces can be booked out by any one organization at one time.  Research the date and time that you are looking at as you will not be permitted to book multiple spaces “just in case”.
 
Any organization seeking to exceed these boundaries must seek the approval of the Office Manager before the booking can be made.
 
Bookings
 
All Student Centre bookings must be made through the UTMSU Office Manager, Ms. Linda Feener.  When deemed necessary, the Office Manager will consult the Services Manager before solidifying the bookings request.  
 
When booking rooms please indicate the time that you anticipate you will require for the set up and take down as well as the actual duration of the event.
 
Booking Room Furniture
 
When you book a particular room you automatically book the furniture located in that room. If you need extra chairs and table, please inform the InfoBooth. InfoBooth staff will provide you with more chairs and tables from the storage room.
 
At the end of the event, it is the responsibility of the club and societies to setup the room in standard room configuration. If you are not aware of the standard room configuration ask the InfoBooth.
 
Other Requirements
Use of table and chairs in the Student Center walkway and East Great Hall:
 
If you require tables and chairs to setup a booth, you can sign out the tables and chairs from the InfoBooth by leaving your TCard with the InfoBooth staff. It is the responsibility of club/society members to put the furniture back in the storage room after usage. After returning the furniture you can pick up your TCard from the InfoBooth.
 
Presentation Room Podium:
The Presentation Room is the only space in the Student Centre that has a full complement of Audio Visual equipment. Please go to the InfoBooth to request podium setup for your event.
 
Please note there is no separate form to book the presentation room podium. 
 
Data Cart: 
All other spaces will require AV Equipment / Data Cart to be rented through the InfoBooth.  
 
Please note there is no separate form to book the Data Cart / AV Equipment. If you have booked Board Room or Room 250 you can sign out the Data Cart / AV Equipment from the InfoBooth.
 
Student Centre Space Usage Guidelines
        
SC space usage guidelines are the integral part of the student center policy and procedures. Please read these guidelines carefully and take them into consideration while using student center space.
a.       The rooms are set up with general student use in mind.  If you must move the furniture please move it back so that other students can still use the space when you’re finished.  Your organization will be charged if the room is requires “resetting”. 
b.      Please remove all trash.  It is your responsibility to make sure that the Student Centre and its rooms are kept clean.  A charge will be levied if the room requires extra cleaning. 
c.       You and your organization will be held liable for any theft or damage to the facility. 
d.      Follow all food and alcohol guidelines.  If you are unsure if your event is in within these boundaries consult the food on campus handbook or UTMSU Services Manager. 
 
Cancellations
Cancellations can be made anytime up to the booking without penalty.  If a room is booked and found vacant a fine will be levied on the discretion of Services Manager.
 
Advertising
UTMSU may advertise any booking in the Student Centre in order to help increase traffic to the building.
 
Room Bookings outside of the Student Center
 
Room Bookings outside of the Student Center are done through Conference Services. Please take following steps for outside student center bookings:
 
1.    Get your club recognized by visiting www.ulife.utoronto.ca
2.    Download and fill out a booking request form http://www.utm.utoronto.ca/student-life/recognized-groups/benefits-and-resources
3.    For more details visit Conference Services office in South Building, Room 3094H or call Lauren Merton, Conference Assistant at 905-569-4421.   
 
If any of these policies and guidelines are not adhered to, you and your club/organization may be fined as well as have its right to book Student Centre space suspended.

General Student Centre Policy and Procedures

The Student Centre is a place for all UTM students, built with student, university and donor contributions, and maintained by student funds.  It is through the following policy and procedures that the UTMSU hopes to bring consensus to building rules and, as a result, improve the day-to-day condition and operation of the building. 

Student Centre Space Usage Guidelines    
SC space usage guidelines are the integral part of the student center policy and procedures. Please read these guidelines carefully and take them into consideration while using student center space.
a.    The rooms are set up with general student use in mind.  If you must move the furniture please move it back so that other students can still use the space when you’re finished.  Your organization will be charged if the room is requires “resetting”. 
b.    Please remove all trash.  It is your responsibility to make sure that the Student Centre and its rooms are kept clean.  A charge will be levied if the room requires extra cleaning. 
c.    You and your organization will be held liable for any theft or damage to the facility. 
d.    Follow all food and alcohol guidelines.  If you are unsure if your event is in within these boundaries consult the food on campus handbook or UTMSU Services Manager. 

Windows Glass Coverings
There are no postings of any kind permitted on the windows throughout the Student Centre.  If you post anything on the windows, building staff will remove it.  This includes the huge Student Center and Blind Duck glass wall coverings. 

UTMSU Executive offices and Club offices are allowed to have postings on the glass but the postings must not prevent someone from looking into the office.  In practice this regulation means that the middle 1/3 of the window should be bare.  This relates to building safety and fire codes, and indirectly enhances involvement, so will be strictly enforced by building staff.  

If your office is found to be in violation of this regulation the window coverings will be taken down and left in the office and a written warning will be issued in the first instance, with escalating action for recurrences.

Wall Coverings
There are no postings of any kind permitted on the any of the building’s painted walls.  There are postings permitted on the tiled walls with special permission from the SERVICES MANAGER to help decide on locations and duration.
    
Cleaning of Club and Society Office

Student Club and Society offices are to be kept in good condition for aesthetic and health reasons, and so that newly elected members are not forced to clean up after their predecessors.  To ensure this good condition, all elected officials are expected to clean up their offices, desks, and related spaces regularly especially in the last week of their term or before vacating their office, whichever comes first.  Any damage to the office space must be reported immediately in order for the office to be repaired before the incumbent takes office. 

Within Club offices the walls are not to be damaged.  Any damage as a result of pictures, tacks, staples, chalk, bulletin boards, wipe boards, and furniture will be the responsibility of the club to rectify at the end of the school year.  

Painting
Clubs are not allowed to paint their spaces.  If any organization is seeking paint in order to change the look of their office it is suggested that they invest in canvas and create a mural as this can be moved to any space as well as a promotional tool at events like Clubs’ Week.

Advertising
All printed advertising must go through UTMSU and should be stamped by the InfoBooth.  UTMSU maintains many of the bulletin boards throughout the campus and most of the building.  

Elections Campaign Material
Elections posters for UTMSU are allowed on the tiled walls but any plans must first be discussed and approved by the SERVICES MANAGER who will work with the CRO/DRO to decide on dimensions, duration, and penalty for non-removal after elections.  As a result elections material should not be posted anywhere else within the building, including bulletin boards. 

Newspapers and Magazines (Media)
Media is to be distributed through the newspaper racks in the building; campus publications will be given priority.  If you have a media that you want to make available in the Student Centre the SERVICES MANAGER must approve it before it can be distributed in the newspaper racks.  If it is found that the media is being distributed outside of the racks the media will be removed and may be banned from the building.

Washrooms
If you find that the washroom is in need of attention please send an email documenting the time, date, location and state of the washroom to infobooth@utmsu.ca.  If immediate attention is required, notify the Student Centre information booth staff or, after hours, contact Campus Police.

Safety 
The building has many doors, rooms and offices — in order to keep its occupants safe we ask that students report any suspicious behaviour to the UTMSU InfoBooth.

After-hours building use requires greater caution as the only people in the building should be other 24-hr key holders (student societies and staff); as a result you should follow these extra steps to ensure your own and others safety:
1.    Please ensure that all doors close properly and lock upon entering the building 
2.    Do not let others who do not have their own keys in unless you personally accept full responsibility for their behaviour and safety
3.    Do not prop doors open; if the building is locked only key holders are to have access
4.    Pay attention to those in the building; ask yourself if they should be there, if the answer is ‘no’, ask them to leave.  If you don’t feel comfortable asking them to leave or to check if they are allowed to be there, call Campus Police at 828-5200.

Theft is a problem for everyone and with your help we can prevent it before it happens.

Damage
If you find building damage please send an email documenting the time, date, location of the damage, nature and extent of the damage to infobooth@utmsu.ca  If immediate attention is required, notify the Student Centre information booth staff or, after hours, contact Campus Police.

Revisions
The rules and policy stated in this document will be revised as necessary.

If any of these policies and guidelines are not adhered to, you and your club/organization may be fined as well as have its right to book Student Centre space suspended.

UTM Student Centre Food Policy for Meetings & Events
These rules and guidelines are intended to preserve health and safety on campus and the cleanliness of UTM facilities, to respect the campus’ obligation to its food service provider, and to fulfill provincial liquor licensing regulations and municipal safe food handling requirements.

The Student Centre is the primary and intended location for student organization events on campus. 

The following rules and guidelines apply to organization activities in the Student Centre’s
space, including its interiors, patios, and outdoor areas under its roofline.

Carry-In Foods & Drinks in the Student Centre
For student organization meetings and events in Student Centre space (excluding the Blind Duck Pub and Pub Patio, to which other rules and guidelines apply), recognized UTM student clubs and societies are allowed to bring in commercially prepared, prepackaged snacks and refreshments from the following list of acceptable carry-in items:
• Chips, pretzels, popcorn
• Candy
• Cookies
• Doughnuts, cereal bars
• Brownies, fruit squares
• Cakes, cupcakes
• Muffins, pastries
• Canned/bottled pop, juice and water
• Pizza

These items must not require heating or cooling for storage or serving. All other food and drink items are prohibited from being offered or sold at student organization meetings & events in Student Centre space unless arranged and approved using the catering or barbecue guidelines below. For the above carry-in items, the student organization is responsible for providing appropriate supplies (such as napkins, forks, etc.), for discarding of all related waste in the appropriate recycling and trash containers (removing trash from the Student Centre to its dumpsters if indoor trashcans are filled) and for wiping clean any areas where food has been served or consumed. (Basic cleaning supplies are available from the SC Info Desk.)

Catered Foods & Drinks in the Student Centre
Student organizations that wish to provide, serve and/or consume items other than those carry-ins listed above (except barbecues; see below) in Student Centre space must arrange for them to be ordered, prepared and served by one of the following catering providers:
• Blind Duck Restaurant, arranged through the Blind Duck Manager 
Contact: shane@utmsu.ca, 905-828-5463
• Chartwells, the campus’ food service provider, arranged through UTM Conference Services
• An alternative catering provider, from the list approved by UTM’s Coordinator of Food Services (Available separately)
The choice(s) of provider must be clearly indicated on the Student Centre Room Request. Others (including students and volunteers) may not be involved in the purchasing, preparing, transporting or serving of any of catered food items.

Note that suppliers require a sufficient amount of planning and preparation time and that alternative suppliers are limited to a maximum number of days of on-campus service per month so may not always
be able to provide service. Also note that the Blind Duck Pub is the only provider/caterer authorized to supply and serve alcoholic beverages at on-campus meetings and events. For food items not available through any of the approved catering groups, and for requests related to religious accommodation, contact the Coordinator of UTM Food Services to explore alternatives.

Excluding the Student Centre, all other UTM campus buildings and outdoor locations require the use of Chartwells, the campus’ food service provider, arranged through UTM Conference Services. (Note exceptions for barbecues below.)

Outdoor Barbecues on the UTM campus
All on-campus events involving barbecues must be arranged through one of the following providers, to help assure safety and appropriate food ordering, storage, preparation and service:
• Blind Duck Pub, arranged through the Pub Manager
• Chartwells, the campus’ food service provider, arranged through UTM Conference Services
• The campus hot dog & sausage vendor, arranged through UTM Conference Services

Failure to comply with any of the above rules and guidelines will result in a fine or restriction of services to the student organization(s) arranging or responsible for the relevant meeting or event.

For more information please visit UTM Food & Beverage Services website:
http://www.utm.utoronto.ca/hospitality/conference-events-services/food-beverage-services